You can use one of the default predefined SMTP presets or configure your own custom server. For detailed explanation of each option see the SMTP Server section.
Note: Some of the features mentioned on this page might not be available in your edition.
1.2.3.2.1 Email
The Email section is embedded in the Emails tab of the Profile Manager and allows you to define what email to send out after the PDF is created.
Once the Send emails checkbox is selected, this section becomes active and allows you to define one or multiple emails to be sent out. By default a single email is sent after the PDF is created. You can configure to how many recipients to send the email, what template to use and how to send it. If you want additional emails to be sent out that need to be separate from the main one, just click on the
"+" icon and a whole new Email section will be added at the bottom of the current view (scroll down to see it). Just as simple you can remove one of the additional emails by clicking on the "-" icon (only shows up after you add a second email).
Send Email
This is a drop-down from where you can choose an existing default email preset. You can manage the default presets for sending emails by clicking on the Manage button, or on New to define a new preset that will affect all linked profiles. To do changes only to this particular profile, just start making changes and this will be set to Custom. You can read more about the default presets for this in the Manage Presets->Emails section.
Note: Some of the features mentioned on this page might not be available in your edition.
1.2.3.2.2 Recipient
The Recipient section is embedded in the Emails tab of the Profile Manager and allows you to define where the email will be sent out after it's created.
Email Recipient
This group allows you to choose a predefined recipients preset or use a custom one. By default there are several predefined recipient presets defined but you can add new or manage those by clicking on New/Manage. You can read more about predefined recipient presets in the Manage
Presets->Emails->Recipients help section. A predefined recipient preset can be used by multiple
profiles, while Custom settings only affect the current profile.
By default an email is sent to a single set of recipients after the PDF is created. You can add multiple sets of recipients by clicking on the "+" icon. This will allow you to send the same email to different sets of recipients, using different CC/BCC addresses or using a different FROM address. You can remove recipients by clicking on the "-" icon (only shows up after you add a second recipient). You can configure the following email header properties:
· From address. This will show as the sender of the email (i.e. it can be your own email address)
· To email addresses. This is where the email will be sent out to, you can add multiple email
· CC email addresses (use semicolon to add multiple addresses)
· BCC email addresses (use semicolon to add multiple addresses)
Note: Some of the features mentioned on this page might not be available in your edition.
1.2.3.2.3 Template
The Template section is embedded in the Emails tab of the Profile Manager and allows you to define the subject/body of the email that will be sent, as well as attachment options.
Email templates
This group allows you to choose a predefined template preset or use a custom one. By default there are several predefined template presets defined but you can add new or manage those by clicking on New/Manage. You can read more about predefined template presets in the Manage Presets-
>Emails->Template help section. A predefined template preset can be used by multiple profiles,
while Custom settings only affect the current profile.
Subject
This is the subject of the email to be sent out. You can use macros to add automatically variables based on what PDF is being created. The following macro items can be added:
· [N] - The name of the document being converted
· [T] - The title of the document as defined in the Document section
· [B] - The subject of the document as defined in the Document section
· [A] - The author of the document as defined in the Document section
· [YMD] - Date in the format YYYYMMDD (year, month, day)
· [Y] - Year in the format YYYY
· [D] - Day in the format DD
· [HIS] - time in the format hhmmss (hour, minute, second)
· [H] - Hour in the format hh
· [I] - Minute in the format mm
· [S] - Second in the format ss
· [C] - Counter in the format cc (it begins with 01 and increases at each printed document, if a file with the same name exists in the save folder)
· [W] - Workstation
· [U] - User name
Content
This is the body of the email to be sent out. You can use the same macros described above to add automatically variables based on what PDF is being created.
Attach PDF
This option is checked by default and attaches the generated PDF file to the email that it sends out. If unchecked, an email will still be sent out but with content only (eventually with other files attached if using the Attach other files option).
Attach other files
Checking this option will let you choose other files to be attached to the email being sent out. You can add files using the Add Files... button or by writing directly the path to the file(s) you want attached. If you want to quickly remove multiple files from this field, you can use the Delete All button.
Zip email attachments
If this option is selected, the PDF file will be compressed first and the resulting zip file will be attached to the email. If the option to attach other files is selected, then all files (including the generated PDF) will be zipped in a single archive and attached.
Change zip extension to
Some email clients block certain types of attachments, thus if you want to be sure the email is delivered with the attachment you can choose to change the extension of the attached file.
Commonly the extension can be changed to .txt, and the recipient will rename it back to zip in order to extract the files. You can choose to change the extension from zip to any other type, by writing a new extension in the combo field near this option (there's no need to add "." before the type of extension, only the extension name).
Delete PDF after sending the email
If this option is selected, the PDF file will be deleted from the local hard-drive after it was sent via email.
Lookup email addresses
If this option is selected, any email address you enter in the TO, CC, BCC will be looked up before emailing the PDF in the address book of your default email client (uncheck this option if you want to avoid "Allow this program to access..." type of errors returned by Outlook).
Note: Some of the features mentioned on this page might not be available in your edition.
1.2.3.2.4 SMTP Server
The SMTP Server section is embedded in the Emails tab of the Profile Manager and allows you to use predefined SMTP servers or define your own custom server details.
SMTP Servers
This group allows you to choose a predefined SMTP Servers preset or use a custom one. By default there are several predefined SMTP Servers presets defined but you can add new or manage those by clicking on New/Manage. You can read more about predefined SMTP Servers presets in the Manage
Presets->Emails->SMTP Server help section. A predefined SMTP Servers preset can be used by
multiple profiles, while Custom settings only affect the current profile.
Server
Enter your SMTP server name or IP address.
SMTP port
Enter SMTP Port. Usually this is port number 25.
Authentication required
If your SMTP server requires authentication, check the Authentication required checkbox and enter the Account name and Password.
Connection
This is where you can set the type of encryption to be used with the SMTP server:
· Don't use encrypted connection. If this is selected no type of encryption will be set.
· Use SSL encrypted connection. If selected the Secure Socket Layer (SSL) will be used for
control channel and data channel connections to the SMTP server.
· Use TLS encrypted connection. If selected the Transport Layer Security (TLS) will be used for
Note: Some of the features mentioned on this page might not be available in your edition.
1.2.3.3 Document
The Document profile manager tab allows you to choose predefined document info configurations or customize those to change what information will be sent as PDF properties and how the PDF document should be opened by the default PDF reader.